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Email Writing

 Email Writing for Board Exams (CBSE/ICSE/State Boards)

Email writing is a form of formal communication. 

  • Format
  • Content
  • Expression/Language Accuracy

1. Format of a Formal Email

To: recipient@email.com

Cc:

Bcc:

-----------

Subject: Purpose of the email

-------------

Dear Sir/Madam,

-------------

Body of the email

---------------

Thanking you 

-----------------

Yours faithfully,

Name

Class/Designation (if required)

Line-by-Line Spacing Blueprint

[Line Space] means leaving exactly one blank line (one row of your ruled paper).

text

┌───────────────────────────────────────────────────┐

│ To: recipient@email.com │

│ Cc: │

│ Bcc: │

│ [Line Space] │

│ Subject: Clear Purpose in 4-6 Words │

│ [Line Space] │

│ Dear Sir/Madam, │

│ [Line Space] │

│ Body Paragraph 1: Introduction & objective. │

│ [Line Space] │

│ Body Paragraph 2: Core details / bullet points. │

│ [Line Space] │

│ Body Paragraph 3: Actionable conclusion. │

│ [Line Space] │

│ Thanking you. │

│ [Line Space] │

│ Yours faithfully, │

│ Full Name │

│ Designation/Roll Number │

└────────────────────────────────────────────────────────┘

Explanation of Each Part

A. To

The email address of the recipient.

Example:

To: principal@school.com

B. Cc (Carbon Copy)

Used when a copy of the email is sent to another person.

Example:

Cc: viceprincipal@school.com

In board exams, if not given, leave it blank.

C. Bcc (Blind Carbon Copy)

Recipients cannot see the address entered here.

Usually left blank in school examinations.

D. Subject

A short phrase stating the purpose of the email.

Examples:

Request for Duplicate Admit Card

Complaint Regarding Poor Road Conditions

Application for Leave

The subject should be precise and not written as a full sentence.

E. Salutation

For formal emails:

✔ Dear Sir,

✔ Dear Madam,

✔ Dear Sir/Madam,

Avoid: ❌ Hi Sir ❌ Hello Madam

2. Content (Body) of the Email

The body should have three parts.

Paragraph 1: Introduction

State who you are and why you are writing.

Example:

I am a student of Class X. I am writing to request a duplicate admit card.

Paragraph 2: Details

Explain the situation clearly.

Example:

I misplaced my original admit card while travelling home yesterday.

Paragraph 3: Request/Conclusion

State what action you expect.

Example:

Kindly issue a duplicate admit card at the earliest.

3. Complimentary Close

For formal emails:

✔ Yours faithfully,

✔ Yours sincerely,

Then write:

Rohan Sharma

Class X-A

Roll No. 12

Sample Board-Level Email

Question: Write an email to the Principal requesting a duplicate admit card.

Ans --

To: principal@school.com

Cc: viceprincipal@school.com

Subject: Request for Issuance of Duplicate Admit Card

Dear Sir/Madam,

I am a student of Class X-A, Roll No. 12. I regret to inform you that I have misplaced my Board Examination Admit Card.

As the examination is approaching, I kindly request you to issue a duplicate admit card at the earliest. I am ready to complete all necessary formalities and pay the prescribed fee.

I shall be grateful for your assistance.

Yours faithfully,

Rohan Sharma

Class X-A

Roll No. 12


Difference Between Formal and Informal Emails

Formal Email                                            Informal Email

Dear Sir/Madam                                            Dear Riya

Yours faithfully                                            Yours lovingly

Official language                                         Friendly language

Principal, Manager, Editor                       Friends, relatives

Quick Revision Formula

To → Subject → Salutation → Introduction → Details → Request → Closing → Signature

Board Exam Practice

Format 1 (Most Common)

To: principal@school.com

Subject: Request for Issuance of Duplicate Admit Card

Dear Sir/Madam,

Body of the email...


Yours faithfully,

Rohan Sharma


Format 2 (Complete Email Format)

To: principal@school.com

Cc:

Bcc:

Subject: Request for Issuance of Duplicate Admit Card

Dear Sir/Madam,

Body of the email...

Yours faithfully,

Rohan Sharma


When should Cc and Bcc be written?

If the question gives additional recipients, write them in Cc.

If no recipients are mentioned, leave them blank.


To: recipient@email.com

Cc:

Bcc:

Subject: __________

Dear Sir/Madam,

Body

Yours faithfully,

Name


 Question 1: Organizing an Event (Invitation)

Question: Write an email to a renowned environmentalist, Dr. Anil Khanna, inviting him to be the Chief Guest at your school's upcoming "Go Green" Exhibition.

text

To: anil.khanna@ecoearth.org

Cc: 

Bcc:

Subject: Invitation as Chief Guest for "Go Green" Exhibition

Respected Sir,

I am writing on behalf of the Nature Club of New Era Public School. We are organizing our annual "Go Green" Exhibition on July 15, 2026, from 9:00 AM to 1:00 PM in the school auditorium. 

The exhibition aims to showcase sustainable lifestyle models and waste-management projects created by our senior students. Your pioneering work in urban forestry has deeply inspired our student community. We would be deeply honored if you could grace the occasion as our Chief Guest and inaugurate the event.

Kindly confirm your availability by July 5, 2026, so we can make the necessary logistical arrangements. 

Thanking you.

Yours faithfully,

Ananya Roy

Secretary, Nature Club


Question 2: Official Complaint (To an Authority)

Question: Write an email to the Municipal Commissioner of your city complaining about the irregular garbage clearance in your locality, which is causing health hazards.

text

To: commissioner.mc@citymail.gov.in

Cc: 

Bcc:

Subject: Complaint Regarding Irregular Garbage Clearance in Sector 4

Dear Sir/Madam,

I am writing to draw your urgent attention to the severe sanitation crisis in Sector 4, Green Park Colony. I am a resident of house number 112 and am representing our local welfare association.

For the past two weeks, the municipal garbage collection trucks have not visited our locality. Large heaps of waste have accumulated at the main block corners, emitting a foul smell and attracting stray animals. With the monsoon season approaching, this stagnant waste poses an immediate threat of dengue and cholera outbreaks.

I request you to direct the sanitation department to clear the garbage immediately and restore regular daily collection.

Thanking you.

Yours faithfully,

Suresh Nair

Resident, Sector 4


Question 3: Requesting a Service / Inquiry

Question: Write an email to the Manager of a local bank requesting an extension on the submission deadline for your student educational loan documents.

text

To: manager.mainbranch@nationalbank.com

Cc: 

Bcc:

Subject: Request for Extension of Loan Document Deadline

Dear Sir/Madam,

I hold a provisional education loan approval from your branch (Application ID: LN-9082) for my higher studies at Delhi University. 

According to your previous communication, the final deadline to submit my verified original marksheet and migration certificate is June 30, 2026. However, my state board has officially delayed the declaration of results until July 5, 2026. Due to this unexpected delay, I am currently unable to produce the required paperwork. 

Therefore, I kindly request you to extend my document submission deadline until July 10, 2026, so I do not lose my admission seat. 

Thanking you.

Yours sincerely,

Rahul Verma

Applicant (ID: LN-9082)

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